Start the meeting notetaker with Google or Microsoft

1. Step 1 / 8

   Connect a Google calendar

   Open app.deep-thought.cloud, go to Settings, Integrations, Calendars and choose Connect Google Calendar. Pick your Google account.

   Google then shows “Google hasn't verified this app”. The app is called Deep Thought Cloud and its name and logo are verified, but Google has not yet finished reviewing its calendar access. Until it has, choose Advanced, then Go to Deep Thought Cloud.

   On the next screen, tick the box that lets Deep Thought Cloud view your calendar events, then Continue. If you leave it unticked, the calendar is not connected, and the Web App tells you to connect again and tick the box.

   Back in Settings, the calendar is listed as Connected. Access is read-only.

2. Step 2 / 8

   Or connect a Microsoft calendar

   In the same place, choose Connect Microsoft calendar and sign in with your work, school or personal Microsoft account. Microsoft lists what Deep Thought Cloud asks for (to read your calendars, and your e-mail address and basic profile) and may mark the publisher as unverified. Choose Accept.

   If Microsoft says “Need admin approval”: your organisation lets only an administrator approve apps whose publisher is not yet verified. Your Microsoft 365 administrator can approve Deep Thought Cloud once for the whole organisation by opening this link, signed in as an admin, with your organisation's tenant ID or domain in place of <tenant> (for example exempel.se):

   https://login.microsoftonline.com/<tenant>/adminconsent?client_id=ae442aa8-20a7-49c2-841d-5f84c151cdd0&redirect_uri=https://api.deep-thought.cloud/api/v1/recall/calendars/callback

   After that, everyone in the organisation connects as above. Personal Microsoft accounts connect without it.

3. Step 3 / 8

   Choose which meetings are recorded

   A connected calendar records nothing by itself. The account's rule decides which calendar meetings get the notetaker, under Which meetings are recorded on the same page. Only the account owner or an admin can change it; members see it.

   • None (the default): no calendar meeting, only the ones you switch on or send it to.
   • Meetings I organise: meetings organised by the calendar's owner.
   • Meetings with external participants: meetings where someone has an e-mail domain other than the calendar owner's.
   • All meetings: every meeting with a Zoom, Meet or Teams link.

   The rule applies to every connected calendar in the account, colleagues' calendars included. Before a rule is saved, the Web App shows how many meetings it would record in the next 7 days, how many of them have external participants, across how many calendars, and the first few meetings. Check the number, then choose Save rule or Cancel.

4. Step 4 / 8

   Switch single meetings on or off

   Under Meetings, Upcoming lists the next 14 days of calendar meetings that have a meeting link, each marked Will be recorded or Not recorded, and why.

   The account owner or an admin can switch this meeting or every meeting in the series on or off, whatever the rule says, or set it back to follow the rule. With the rule on None, this is how you record only the meetings you choose.

   When several people in the account are invited to the same meeting, one notetaker joins.

5. Step 5 / 8

   Send it to a meeting now

   No calendar needed. Under Meetings, Send to a meeting, enter one of:

   • a Zoom, Google Meet or Teams meeting link, pasted as it is;
   • a Google Meet code, such as abc-defg-hij;
   • a Zoom meeting ID, with its passcode in the field beside it.

   Teams needs the full link from the invitation; a Teams meeting ID alone does not work. The page shows the link the notetaker will join. Choose Send now: it joins within seconds. You can remove it from the meeting on the same page.

6. Step 6 / 8

   Let it in, and what everyone sees

   If the meeting has a lobby or waiting room, as Teams often has for guests, someone in the meeting has to admit the notetaker. Until then, its status reads Waiting to be let in.

   Everyone in the meeting can see that it records:

   • a participant named “<your first name> notetaker”, for example “Alex notetaker”;
   • a camera that shows only the Deep Thought logo;
   • a chat message, when it joins, saying that it is recording.

   It records the meeting's audio only, no video.

7. Step 7 / 8

   Find the recording

   Under Meetings, Recent, the meeting goes from Recording to Processing to Done, open recording, which opens it. It is also in your list of sources with everything else.

   When the transcript is ready you get the same e-mail as for any other recording, with a button that opens it. Speakers are suggested from the meeting's participants. On Premium the meeting also gets a summary, people, decisions and actions.

8. Step 8 / 8

   Several calendars, reconnect, disconnect

   Several calendars: connect as many as you like, Google and Microsoft side by side. The rule covers them all, and a meeting that is in several calendars gets one notetaker.

   Needs reconnect: a calendar whose access was withdrawn or never granted says so. Choose Reconnect and sign in again.

   Disconnect: choose Disconnect on the calendar and confirm. Meetings from that calendar are no longer recorded.

   How the recording is handled, and by whom, is on the Integrations page and in the privacy policy.

If you get stuck, e-mail support@deep-thought.cloud. All guides